EMPLOYEE DATA TRANSFER

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1 Overview For organizations with many employees, manual entry of employee records into any LMS can be time consuming. To help with this, DiscoverLink has created an Employee Data Transfer process which automates adding employees to the LMS both for initial LMS setup and for ongoing roster updates and changes. Simply use the following specifications to create an Employee Data Transfer file of your employee data and send the file to DiscoverLink. Specifications File Preparation and Transfer The file must be a tab-delimited text file. A specific file name is not required but the file name cannot contain dots/periods except for the single one that introduces the txt file type suffix (E.g.: mybatchuploadofemployeedatafile.txt). We do, however, recommend that you include the date and time in the file name to make troubleshooting easier in case of a problem. Files can be sent as often as you like except during our daily maintenance window of 3 AM ET to 5 AM ET. Your organization can submit a combined file that covers multiple stores, brands, regions, etc. or can submit separate files for each entity. The files you send will be held for seven days; after seven days they will be deleted. Send files to sftp.discoverlink.com. Our Client Services team will provide you with unique credentials for access to the site. We will process your file immediately upon receipt. Please do not send files during our daily maintenance window of 3 AM ET to 5 AM ET. Copyright 2017 DiscoverLink, Inc. Page 1

2 File Contents Employee Data Transfer files should only contain the additions and changes made since the last file was sent. Do not send a full roster each time. If no additions or changes have been made since the last file, then send no file at all. Please do not send an empty file. The first line (row) of the file must contain the variable names, selected from the following list (names are case sensitive): Required Recommended Optional FirstName LastName LogonID Password Command StoreName JobTitle HireDate SkillPosition EmployeeNumber Address1 Address2 City State ZipCode Phone Birthdate employeessn Notes: The LogonID is a required unique identifier for all transactions and it cannot be changed via the Employee Data Transfer process. JobTitle names must match your customized names on DiscoverLink Talent exactly (e.g., Team Member and Manager). SkillPosition names must match your customized Skill Position names in DiscoverLink Talent exactly (e.g., Server and Fry Cook). StoreName entries must match the location names in DiscoverLink Talent exactly (e.g., 1122 Tampa FL). If HireDate is not supplied, it will default to the date of the file upload. The format is: MM/DD/YYYY. While Password can be entered when a new employee is created, Password cannot be updated or changed via the Employee Data Transfer process. Variables can appear in any order. Copyright 2017 DiscoverLink, Inc. Page 2

3 About Commands The Command variable is unnecessary if the file is only used to add new employees. When needed, use the following Command variables: ADD (case sensitive) will: Add a new employee Change existing information Move an employee Activate an inactive employee completions will be reinstated DELETE (case sensitive) will: Inactivate an Employee completions will remain, but user will not be included in reports About JobTitle If a JobTitle variable is not included, all employees will be added as Hourly. The JobTitle is customizable and, once defined in DiscoverLink Talent, the Employee Data Transfer file will need to include the customized titles. If JobTitle is included, it must designate: JobTitle Permissions Hourly Manager in Training (MIT) Manager General Manager (GM) Campus Admin No permissions Dashboard permission, can see self and Employees only Dashboard permission, can see self, can see and add MITs and Employees, can t see or add other Managers Dashboard permission, can see and add other GMs, Managers, MITs, and Employees Dashboard permission, can see and add everyone Copyright 2017 DiscoverLink, Inc. Page 3

4 About LogonID Please adhere to these guidelines when creating LogonIDs: EMPLOYEE DATA TRANSFER Spaces, apostrophes, and special characters are not allowed We recommend omitting name suffixes like Jr., Sr., and II LogonIDs must be unique across the entire campus - first initial, last name, last four digits of a Social Security Number works well to avoid duplicates as do unique employee numbers Always retain leading zeros in employee numbers or when using the last four digits of a Social Security Number Many non-english characters can successfully work in a LogonID, but the user must remember to use them in that same format when logging on Note: The LogonID is a required unique identifier for all transactions and it cannot be changed via the Employee Data Transfer process. Copyright 2017 DiscoverLink, Inc. Page 4

5 Frequently Asked Questions EMPLOYEE DATA TRANSFER 1. What if we do not want to provide a HireDate or other fields? A As long as they are not one of the required variables, leaving them out or blank will successfully transmit as null entries. 2. Can I include employees who change stores? A Yes. 3. Can we use the Employee Data Transfer process for our initial load of employees? A Yes. 4. We have limitations to what we can do and we are not able to follow the structure of your requirements. Do I have another option? A Almost anything else is possible, such as different variable options. If you need a customization of this process, DiscoverLink will provide a scope and proposal for the additional work to create it. 5. Can I manually edit this data after it is uploaded? A Yes. Log into the store s Dashboard and click on the Employee s or Manager s name and you can edit the variables/properties there. You can even inactivate them. An inactivated record is always stored in the archive of the store they were removed from and can be made active again from the Dashboard. 6. Can I submit a blank file on the days when I do not have any data to send? A No, please do not submit blank files. Copyright 2017 DiscoverLink, Inc. Page 5